IFB Tree Trimming Town of Ashland 2026.pdf

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TOWN OF ASHLAND

Invitation to Bid eVA - BPM090036

IFB2026-0609

Tree Trimming

Issue Date: June 11, 2026 Title: Tree Trimming, Pruning, and Removal Services Commodity Code: 98888 – Tree Trimming and Pruning Services Issuing Department: Town of Ashland, Virginia

Purchasing 121 Thompson Street

PO Box 1600 Ashland, VA 23005

Location: Where service will be provided within the Town of Ashland, Virginia

Period of Contract: One year from the date of the contract

Sealed bids, subject to the specifications and conditions contained hereto, will be received at the above office until, but not later than 10 a.m., local time prevailing, Monday, July 6, 2026, and then publicly opened and read for trimming, pruning, and removal of various diameter trees in the Town of Ashland per the attached Bid Price Sheet.

Electronic and paper bids accepted. Bids are to be submitted electronically (in Adobe PDF format) to eVA (Virginia’s eProcurement Marketplace). For assistance, contact eVA Customer Care at 1- 866-289-7367. Paper bids are to be submitted to Purchasing Town of Ashland 121 Thompson Street, PO BOX 1600, Ashland, VA 23005

Name and Address of Firm

________________________________ Date: ________________________________

________________________________ By: __________________________________ Signature in Ink

________________________________ Name: _______________________________ Print

________________________________ Title: ________________________________ eVA Vendor ID ____________________ Phone: ______________________________

Email: __________________________________________________________________________

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Your quotation, to be considered, must be submitted on a copy of this Invitation to Bid in the places provided. Bidders shall sign this form without detaching from the rest of the bid and must return the bid in its entirety. Failure to comply with these requirements will be cause for rejection of bid.

Any bid received after the announced time and date of opening will not be considered and will be disposed of.

REJECTION AND AWARD OF BIDS

The Town of Ashland reserves the right to accept or reject any or all bids or parts of bids, to waive informalities, and to request rebids.

OPTION TO RENEW

The parties hereto may extend this Contract for four additional (1) year terms by mutual consent in writing prior to the expiration of the current contract.

QUESTIONS

All questions regarding this bid must be submitted no later than 9:00 am, July 1, 2026. Submit questions via email to Bernadette Cornelius at purchasing@ashlandva.gov or reach Ms. Cornelius by telephone at 804-798-1073.

mailto:purchasing@ashlandva.gov

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BID PRICE SHEET

ITEM UNIT PRICE

1. 0"-18" Diameter - Cut Down $___________

2. 0"-18" Diameter - Grind Stump $___________

3. 0"-18" Diameter - Items 1 & 2 and Haul Off $___________

4. 18"-24" Diameter - Cut Down $___________

5. 18"-24" Diameter - Grind Stump $___________

6. 18"-24" Diameter - Items 4 & 5 and Haul Off $___________

7. 24"-30" Diameter - Cut Down $___________

8. 24"-30" Diameter - Grind Stump $___________

9. 24"-30" Diameter - Items 7 & 8 and Haul Off $___________

10. 30"-36" Diameter - Cut Down $___________

11. 30"-36" Diameter - Grind Stump $___________

12. 30"-36" Diameter - Items 10 & 11 and Haul Off $___________

13. Greater than 36" Diameter - Cut Down $___________

14. Greater than 36" Diameter - Grind Stump $___________

15. Greater than 36" Diameter - Items 13 & 14 and

Haul Off $___________

16. Labor and Equipment (See Note #1 below) $___________

17. Certified Arborist Consultation $___________

NOTES:

1. Occasionally, only tree trimming will be necessary, which shall be paid on an hourly basis.

2. Must have a Certified Arborist available on an as-needed basis.

3. The Town of Ashland intends to award this work on an annual contract basis to the lowest-priced, most responsible, and responsive bidder. The initial term of this contract is to be effective August 1, 2026, through July 31, 2027.

Amount of Notice required for work ___________________________

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Please return bids to the Town of Ashland, Purchasing Department, 121 Thompson Street, Ashland, Virginia 23005, or by mail to Town of Ashland, P.O. Box 1600, Ashland, VA 23005.

Mark outside of envelope with "Subject: eVA - BPM090036 IFB2026-0609

________________________________ Date: ________________________________

NAME OF BIDDER

________________________________ By: __________________________________ address Signature in Ink

________________________________ Name: _______________________________ Print

________________________________ Title: ________________________________ eVA Vendor ID ____________________ Phone: ______________________________

Email: __________________________________________________________________________

In compliance with the Invitation for Bid BPM090036 IFB2026-0609 and subject to all conditions thereof and attached thereto, the Bidder offers and agrees, if this bid be accepted within thirty

(30) calendar days from the date of opening to furnish any and all of the items upon which the prices are quoted, at the price set opposite each item, delivered at the points as specified and as scheduled.

The bidder will comply with all provisions of the Virginia Public Procurement Act and with the laws and regulations of the Town of Ashland.

During the performance of this contract, if the amount of the contract is over $10,000, the contractor (bidder) agrees as follows:

1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The Company will not knowingly employ an illegal alien, as stated and amended by the Immigration Reform and Control Act of 1986. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provision of this non-discrimination clause.

2. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulations shall be deemed sufficient for the purpose of meeting the requirements of this section.

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4. Insurance requirements: All insurance policies required hereunder shall be endorsed to include the following provision: “It is agreed that this policy is not subject to cancellation or non-renewal until thirty (30) days prior written notice has been given to the Purchasing Office.”

A. The certificate holder should be listed as:

Town of Ashland 121 Thompson Street

PO BOX 1600

Ashland, VA 23005

B. Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor and the Town. The Contractor shall be as fully responsible to the Town for the acts and omissions of the subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it. The Town will consider deductible amounts as part of its review of the financial stability of the Contractor. Any deductibles shall be disclosed by the Contractor, and all deductibles will be assumed by the Contractor.

Coverage(s) Required Required Limit Description

Business Automobile Liability

$1,000,000.00 - Combined Single Limit per Occurrence

Commercial General Liability

$1,000,000.00 $2,000,000.00 $2,000,000.00

- Combined Single Limit per Occurrence

- General Aggregate Limit per Project

- Products and Completed Operations

Aggregate Personal and Advertising Injury Liability

$1,000,000.00 - Each Offense per Person or Organization

Umbrella Excess Liability $1,000,000.00 - Per Occurrence and Aggregate as Applicable

Worker’s Compensation & Employer’s Liability

$ 500,000.00 $ 500,000.00 $ 500,000.00

- Per Accident

- Disease per Employee

- Policy Limit Disease

The Bidder certifies that he has not combined, conspired, or agreed to intentionally rig, alter, or otherwise manipulate this bid for the purpose of allocating purchases or sales to or among persons, raising or otherwise fixing the prices of the goods or services, or excluding other persons from dealing with the Town of Ashland.

SIGNATURE OF BIDDER